Time Management with Scheduled Emails: 7 Strategies for Success in Outlook

Created On
October 31, 2023
How to schedule emails in outlook

It’s all about timing in email marketing and email outreach. The moment you hit "send" can be the difference between your message going unnoticed and getting a reply. 

Imagine having the ability to send your emails precisely when your recipients are most receptive. That's what is an email scheduler feature. In this article, I am talking about the art of scheduling emails in Outlook, a powerful feature that can supercharge your email game. 

You'll find step-by-step instructions, along with seven time management strategies, to maximize your email scheduling potential. And for those considering bulk cold emails, you’ll find a more efficient alternative. 

Let’s get started on how to schedule emails in Outlook. 

How to Schedule Emails in Outlook

Scheduling emails in Outlook is an easy way to ensure your messages reach recipients at the right moment. Whether it's for reminders, follow-ups, or simply sending messages at a later time, you do it all using the email scheduler for Outlook. 

However, if you want to schedule 1000s of bulk cold emails, I recommend using an AI-based software like Smartlead

Here's a step-by-step guide to scheduling emails in Outlook:

Compose a New Email

  • Start by logging into your Outlook account.
  • Click the "New Email" option to compose a new message.
  • Fill in the subject line, compose the email content, and add recipient(s) as you usually would.

Find the 'Delay Delivery' Option

  • Once you've crafted your email, it's time to access the 'Delay Delivery' feature for scheduling.
  • Click on the "Options" button on the header menu of your email composition window.

Set the Delivery Date and Time

  • After selecting "Delay Delivery," a popup window will appear on your screen.
  • Check the "Do not deliver before" checkbox in the "Delivery Options" section, .
  • Next, choose the specific date and time for your email to be sent to the recipient(s).

Click on Send to Schedule

  • With the date and time set to your preference, close the popup window.
  • Click the "Send" option/button to schedule your email in Outlook.
  • Your scheduled email will be saved in the Outbox folder, and Outlook will automatically send it at the specified date and time.

That’s it. This was the process of scheduling emails in Outlook

7 Time Management Strategies for Scheduling Emails in Outlook

“Delay delivery” in Outlook is a powerful feature for optimizing your time and ensuring your email messages reach recipients' inboxes when they are most likely to engage with them. Here are seven time management strategies to make the most of this feature:

#1 Prioritize and Batch Your Emails

Before scheduling emails, organize your inbox. Prioritize messages based on importance and urgency. Batch similar tasks together, such as scheduling follow-ups, to save significant time and streamline your email management.

#2 Set Clear Objectives

Define the purpose of each email you schedule. Whether it's a meeting request, follow-up, or reminder, knowing the intended outcome helps you allocate the right time and set appropriate delivery schedules.

#3 Use the 'Delay Delivery' Wisely

Don't overcomplicate your scheduling. Reserve this feature for essential messages that need careful timing, like international communications or reminders for time-sensitive tasks. Avoid scheduling every email; instead, rely on your inbox's regular send options when appropriate.

If you want to send bulk emails to cold leads in different time zones, the Outlook email scheduler might not be the right choice. For that, use a cold emailing tool such as Smartlead that prioritizes these requirements. 

#4 Leverage Time Zones

If your recipients are in different time zones, adjust your email delivery times to match their work hours. This ensures that your messages land in their inbox when they're most likely to see and respond to them.

#5 Avoid Overloading Recipients

Respect your recipients' inboxes by spreading out your scheduled emails. Sending a barrage of messages at once can be overwhelming and counterproductive. Space out your communication to maintain a healthy email relationship.

#6 Use Recurrence for Routine Tasks

For repetitive emails, like weekly reports or monthly newsletters, take advantage of the "Recurring" scheduling option. This eliminates the need to set up the same email repeatedly, saving you time and reducing the risk of oversight.

#7 Combine Scheduling with Other Time Management Tools

Integrate your Outlook scheduling with other time management tools, such as calendars and task lists. This ensures that your scheduled emails align with your broader time management goals and priorities.

By implementing these strategies, you can maximize the benefits of scheduling emails in Outlook. It not only saves you time but also enhances the efficiency and impact of your email communications, ultimately contributing to your overall productivity.

Conclusion: Schedule Emails in Bulk Using Smartlead

In the world of email marketing and outreach, timing is everything. The ability to send your messages when your recipients are most receptive can make all the difference. You can follow the above instructions to schedule email sent time on Outlook. 

But when it comes to sending bulk cold emails to diverse time zones and ensuring maximum engagement, Outlook may not be the ideal choice. That's where Smartlead, an AI-based software, steps in as a more efficient alternative.

By using Smartlead, you can schedule your emails for optimum results, reaching your target audience at the right moment. This not only increases engagement and response rates but also streamlines your email outreach efforts. So, if you're serious about making the most of your email campaigns, consider the smart approach with Smartlead and take your email marketing to the next level.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Rajnish Das

Rajnish Das is an in-house writer at SmartWriter and SmartLead. She writes product-oriented, data-driven content for B2B SaaS audiences and educates them on marketing and sales topics. Her expertise includes outbound marketing techniques like cold emailing and LinkedIn outreach.


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